Business Support Assistant

We are currently looking for a Business Support Assistant with minute taking experience for our client Causeway Coast and Glens Borough Council based in Limavady.

Main Purpose of Post

• Ensure that the department complies with all statutory and legislative requirements by adhering to these requirements and working in accordance with good governance and health and safety requirements.

• Ensure that all responsibilities are carried out in a timely and effective manner and that general confidentiality is maintained in all areas relating to the work of the Council.

• The post holder will support the management team as required and assist in the delivery of specific projects as deemed appropriate. This may include, but will not be limited to, research and collating of data; ensuring information is prepared and presented in a timely and appropriate method; supporting and managing interdepartmental and external working relationships in a strong and effective manner.

MAIN DUTIES AND RESPONSIBILITIES

• Provide a comprehensive and confidential administrative support compiling letters, mail-merge, forms, reports, tenders, specifications, Licenses, flyers, charts or graphs, and room bookings as necessary.

• Act as first point of contact for incoming telephone, email and mail enquiries for the service area, manage through prompt and appropriate response, screening, prioritising and redirecting as required.

• In the absence of Business Support staff within other service areas take telephone calls and messages and redirect as required.

• Implement administrative processes and procedures with regards to projects and management information requirements.

• Maintain filing/records management in line with the Council's Retention and Disposal Schedule. Ensure filing is carried out regularly.

• Maintain the highest standards of customer care across the Leisure & Development Directorate with potential and existing customers including receiving requests for service, enquiries and complaints. Process same and action or direct to appropriate Supervisor/Manager.

• Updating of ICT systems/databases

• Process purchase orders, code and prepare invoices for payment; check costings against tenders and quotations; check calculations.

• Collect and receipt monies from the public in payment of Council services relating to the Leisure and Development Directorate. Prepare and reconcile weekly lodgements. Responsible for safe keeping of the cash boxes.

• Prepare agendas for meetings, take minutes and distribution of same.

• Assist with the preparation of events, meetings and functions including booking of rooms, administration, catering and any other associated duties.

• Prepare and check statistical and organisational data for management reports/budgets/ databases/spreadsheets, ensure deadlines are met.

• Collate contract documentation for tendering purposes.

• Review and maintain Council's website as required.

• Report on sickness, holiday and attendance of staff to the Business Support & Administration Manager.

• Open, process, distribute and record mail.

• Maintain supply of stationery for use within the Directorate.

• Collate and compile accurate data/reports for officers within the Department.

• Providing excellent customer service using all telecommunications available.

• Assist in training of new Business Support staff to the Directorate.

• Maintain effective communications and liaison within the Business Support and Administration Team in order to deliver the service within the Directorate.

Essential Criteria

Five GCSE's including Mathematics and English Language

And

Demonstrate, by providing personal and specific examples, a minimum of one year's experience in an office environment to include:

• general Administration duties
• dealing with the public and responding to enquiries
• maintaining filling systems, spreadsheets and databases
• handling cash and cash reconciliation
• dealing with confidential / sensitive information
• minute taking experience

or

alternatively, consideration will be given to candidates who do not possess the required educational qualifications but who can demonstrate, by providing examples, that they have a minimum of two years experience working in an office environment in the areas outlined above.

Interested in role please forward cv to [email protected]